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Home My WebLink Aboutagenda.hpc.19881220AGENDA HISTORIC PRESERVATION COMMITTEE December 20, 1988 - Tuesday 2:30 P.M. to 5:00 P.M. FIRST FLOOR COUNCIL CHAMBERS City Hall REGULAR MEETING I. Roll Call II. Approval of Minutes - December 6, 1988 III. Committee Member & Staff Comments IV. Public Comment V. NEW BUSINESS A. Minor Development: 320 W. Main, Smith-Elisha House; principal structure B. Conceptual Development, Public Hearing: 320 W. Main, Smith-Elisha House, carriage house; Demolition and Partial Demolition r - 4â‚¬~ C. Review and approval of revised By-Laws D. Review of Ord. #50, 1979, "Conflicts of Interest" E. Review and approval of amendments to the Land Use - Code -P/la.n- v VI. OLD BUSINESS - none u VII. COMMUNICATIONS Information presentation from Planner Tom Baker on Rio Grande parking structure and library Project Monitoring reports On-site Field Study, January 3rd 1988 HPC attendance record FYI-Letter rec'd re: Meadows/Bayer architecture Preservation News Article SEE YOU ALL AT THE CHRISTMAS PARTY AT THE CANTINA! Â« A- MEMORANDUM To: Aspen Historic Preservation Committee From: Roxanne Eflin, Planning Office Re: Minor Development, 320 W. Main, Smith-Elisha House Principal structure only Date: December 20, 1988 LOCATION: 320 W. Main St., the Smith-Elisha House, Lots N, O and P, Block 44, City and Townsite of Aspen RATING: Exceptional, the highest rating APPLICANT'S REQUEST: The applicant is requesting HPC's approval of the Minor Development proposal to the principal structure* of the Smith-Elisha House. The proposal addresses two items: 1) add two flat roof skylights, west elevation, and 2) replace the two main floor horizontal-in-nature windows on the rear east and north elevations with narrow double hung windows. The existing east window would be replaced with two double hung windows; the existing west window would be replaced with one. *Proposed changes to the Carriage House will be reviewed separately, under "Conceptual Development", as these changes have been determined significant in nature. ZONING: "0"- Office; "Main Street Historic Overlay District" REVIEW PROCEDURE: The applicant has requested the alternations proposed come before HPC in.- review, based on the criteria specified under Section 7-601 (E) (2) - Definition of Minor Development. PROJECT SUMMARY: The Smith-Elisha House has been determined eligible for and is in the process of listing on the National Register of Historic Places. The applicant wishes to take advantage of the Rehabilitation Investment Tax Credits (RITC), therefore, staff has obtained the necessary review comments and recommendations from the State Historic Architect, Jay Yanz, with the Colorado Historical Society (attached). To obtain rehab tax credits, all projects must be certified and approved by the State Historic Architect and the National Park Service. A formal and completed application must be submitted to the Colorado Historical Society to begin the RITC review and certification process. It is extremely important, therefore, that the applicant, his architect and the general contractor have all proposed work, even those items considered small and insignificant in nature, prior-approved by both staff and the state historical architect. Staff wishes to point out that the Smith-Elisha House and Carriage House renovation has the potential to be one of the finest examples of historic preservation in our community. Its high visibility and significance to the Main Street Historic District should be weighed heavily in HPC review. PROBLEM DISCUSSION: Staff brings to HPC's attention The Secretary of the Interior's Standard #6 which states in part: Repair or replacement of missing architectural features should be based on accurate duplications of features, substantiated by historic, physical, or pictorial evidence rather than on conjecture designs or the availability of different architectural elements from other buildings or structures. This particular standard is important in reviewing the proposal. Equally, the Aspen Historic District and Historic Landmark Development Guidelines have been reviewed, specifically Pages 51-52 under Residential Renovation, which states: "Avoid adding inappropriate features such as new skylights unless their appearance is concealed from principal views. They should avoid being placed on any portion of the roof that faces the street." The Standards for Development Review are located in Section 7- 601(D)(1) and are as follows: 1. Standard: The proposed development is compatible in character with designated historic structures located on the parcel and with development on adjacent parcels when the subject site is in an H,Â· Historic Overlay District or is adjacent to a Historic Landmark. Response: Skylights: Staff and the State Historical Architect find that the proposed skylights are noncompatible and inappropriate in this application. Staff finds that the skylights, though proposed for the west elevation (not the principal facade) are visible, however, the applicant states the proposed skylights are not extremely visible from Main Street as they are partially hidden from view from the adjacent (Copper Horse) two story Queen Ann, and the large pine tree located on the site. Interior alternatives should be sought to provide desired light into this space. 2 Windows: Staff finds the proposed replacement windows in keeping with the Secretary of the Interior's Standards for Rehabilitation and the Aspen Historic District and Historic Landmark Development Guidelines, subject to the condition that the applicant research the exact (historic) placement and size of these windows prior to their installation, and receive approval by the State Historic Architect. Should the applicant find he is not able to meet the criteria stated in the above Secretary of the Interior's Standard to substantiate such window replacement, an Insubstantial Amendment application shall be required by staff indicating an accurate alternative window treatment. 2. Standard: The proposed development reflects and is consistent with the character of the neighborhood of the parcel proposed for development. Response: Staff finds the window replacement in-keeping with the character of the neighborhood, however, finds the proposed skylights an inappropriate and modern addition to this structure. Staff brings HPC attention again to Jay Yanz's review comments, which state skylights in this application are inappropriate and not approved. 3. Standard: The proposed development enhances or does not detract from the cultural value of designated historic structures located on the parcel proposed for development or adjacent parcels Response: Staff finds that the cultural value of the structure would be diminished with the addition of the proposed skylights. However, we find that the window replacement does not detract from the cultural value, and recommend their approval subject to the conditions stated below. 4. Standard: The proposed development enhances or does not diminish or detract from - the architectural integrity of a designated historic structure or part thereof. Response: The Planning Office finds that the addition of the two skylights do in fact detract from the architectural integrity of the historic structure, and do not recommend their usage as proposed. On the other hand, the window replacement as proposed would enhance the architectural integrity of both the east and west first floor elevations, a preferred treatment. RECOMMENDATION: Staff commends the applicant for the sensitivity demonstrated to date in the Smith-Elisha renovation. The Planning Office recommends that the HPC approve the application for window replacement subject to the following conditions: 3 Â£ 1) that the applicant research the exact (historic) placement and size of these windows prior to their installation. 2) that approval for the window installation be obtained from the State Historic Architect through staff prior to construction Should the applicant find he is not able to meet the criteria stated in the above Secretary of the Interior's Standard to substantiate such window replacement, an Insubstantial Amendment application shall be required by staff indicating an accurate alternative window treatment. ~ The Planning Office further recommends that the HPC deny the l application for skylights, finding the proposal noncompatible ~ and inappropriate, and that such application would jeopardize the 1 applicant's ability to receive Rehabilitation Investment Tax ~ Credits. / hpc.memo.320wm.md L___ /-1 4 HPC PROJECT REVIEW CHECKLIST Does the Project meet the Standards for Development? Does the Project meet the Development Guidelines? Does the Project support the Community's Preservation Goals? SITE PLANNING ROOF Siting of the Building: Shape (gable, lean-to, etc.) Setback Pitch Facade width Overhang Spacing between buildings Dormers Skylight Chimneys Delineation of street space: Creation of continuous street WINDOWS edge Separation of public, semi-public, Type (double-hung, easement, etc.) and private areas Shape and proportion Fences Rhythm and balance Blinds/shutters Garage placement DOORWAYS Landscape plantings Placement and orientation Type (paneled, etc.) Site improvements: EXTERIOR ARCHITECTURAL Wa I kways ELEMENTS Driveways Retaining walls Door platforms and steps Porches BULK, PROPORTION and Exterior stairs and decks SCALE (buildingsize) Roofwalks and platforms Height MATERIALS Facade proportions Scale Wall surfaces Foundation Roof MASSING(buildingshape) TRIM and MISCELLANEOUS Mass of main portion: DETAILS Form Roof shape Trim Orientation Gutters and leaders Louvres, vents, etc. Additions: House lights Placement Public utilities Form Bulk L.HAAK SPECIFIC DESIGN SUGGESTIONS: 590 C Welton Anderson & Associates GED- 2 Architects Roxanne Elfin 2 December 1988 Planning Office Dear Roxanne, The attached drawings constitute a minor develooment anDlication for the Elisha House. In addition to the reglazino and skyliahts in the attic mentioned in the full applications the applicant proposes to remove the fixed horizontal windows in the former kitchen's east and north walls. They will be replaced by a pair of double hung windows on the east wall and by a single double hung window on the north. Your consideration of this application is appreciated. Yours truly, 410/ Welton Anderson, Architect Planning / Architecture / Interior Design Box 9946 / Aspen ,Colorado 81612/ (303) 925- 4576 COIDRADO HISTORICAL SOCIETY The Colorado History Museum 1300 Broadway Denver, Colorado 80203-2137 December 5, 1988 Roxanne Eflin Historic Preservation Planner Aspen/Pitkin Planning Office 130 South Galena Street Aspen, Colorado 81611 RE: Smith-Elisha House Dear Roxanne: Our office has received the information you transmitted to us on December 2, 1988. The staff has reviewed the drawings and offer the following comments and recommen- dations: Main House The proposed metal roofing for the south bay and porch roof is inappropriate and should be wood shingle. The proposed skylights are not recommended. As well, the replacement of the stained glass with clear glass in the south gable portal window is inappropriate. Further specifications and information should be provided regarding the stone repointing and the chimney repair. The existing site grades should be maintained. The site grades have a significant relationship to the buildings and are a character defining feature. Their alteration or redefinition would present a different relationship and consequently alter the significance of the property. Carriage House The proposed dormers on the south elevation are not acceptable. The size and scale of the main dormer would alter the integrity of the building. 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Main St., Lots N, O, and P, Block 44, City and Townsite of Aspen - The Smith-Elisha House; Carriage House ZONING: "0" Office; Main Street Historic Overlay District RATING: Exceptional, the highest rating APPLICANT: Alan J. Shada HPC PROJECT MONITOR: Chris Durakis APPLICANT'S REQUEST: The applicant is requesting HPC's conceptual development review and approval at this public hearing, to consider alterations to the Carriage House, demolition of the detached (non-historic) metal shed behind the main house and the partial demolition and removal of the basement stairs and covering located at the rear of the main house. Staff has determined the proposed changes are significant in nature, therefore, HPC's review will be a two-step process, Conceptual (Public Hearing) and Final. The minor changes also proposed for review at this meeting to the principal structures (main house), and are being reviewed separately under a one-step Minor Development application. Restoration work previously reviewed, approved and signed off by staÂ£f has begun on the main house. The proposed net leasable square footage is approximately 2,784 sq. ft. for office use (main structure and first floor of the carriage house) and 839 sq. ft. for a one bedroom apartment to be located in the second floor of the carriage house. PROJECT SUMMARY: The following alterations are being proposed by the applicant: Carriage House: 1) South elevation: Enlarged central gable dormer 2) South elevation: Two double hung windows in central dormer 3) South elevation: Two smaller gable dormers on either side of the central dormer 4) South elevation: New matching double hung window next to existing window, first floor 5) Three (3) railing bars across the lower portion of the hayloft doors, second floor 6) North elevation: Glass in second floor hayloft doors 7) North elevation: Glass in upper 2/3rd's of the panels of the first floor barn doors 8) North elevation: One square flat roof skylight, approximately 3' x 3' 9) East elevation: Glass installed in existing first floor window openings 10) West elevation: Two new matching double hung windows on either side of the existing center window, first floor Principal Structure: 1) Demolition and removal Of the detached (not historic) metal shed, off the.4)-ley to provide for on-site parking .,7/2 /,7.3 4/G- 04,201-'. - 2) Partial Demolition and removal of the exterior basement stairway and covering to provide for on- site parking Site: 4%01' Raising the lowest terrace grade to sidewalk level ~Â£-,11- L Lf / 4*2Â·~ Rubble stone wall along south property line (sidewalk) replaced with coursed stone wall jialkleÂ¥â‚¬ installed leading to central seating area 17 4~ ,/New plaIitiggs replacing small diameter trees and ..4 shrubbery 1 Â·6.1\ ~344-5p-~\~-cut inl~K the stone wall at the sidewalk for W abK*~y_Access '* ~~4(6) Removal of th~e brick bar-b-que, east property line PLEASE REFER TO STAFF'S MINOR DEVELOPMENT REVIEW MEMO FOR FURTHER COMMENTS REGARDING NATIONAL REGISTER LISTING AND RITC (REHABILITATION INVESTMENT TAX .CREDITS) FOR THIS PROJECT. PUBLIC INQUIRIES: Staff has received two in-person inquiries from neighbors regarding their concerns of the potential parking impacts the change in use will produce. Also, the immediate adjacent neighbor voiced her opinion in person regarding the east property line retaining wall, the site grade changes and the loss of mature landscaping on the site. Her concerns were also for the surface root coverage and potential damage to the large pine located on her property, due to dumping of soil over the root area. This particular tree was previously determined by HPC as an important screening element of the addition to the (next door) corner log cabin. 2 i PROBLEM DISCUSSION: Staff brings to HPC's attention the following rehabilitation standards established by the Secretary of the Interior. These standards are of significant importance in reviewing this project. Staff's response to these standards as well as the Development Review Standards and the Aspen historic guidelines will follow. Standard 1. Every reasonable effort shall be made to provide a compatible use for a property which requires minimal alternation of the building, structure, or site and its environment, or to use the property for its originally intended purpose. Standard 2. The distinguishing original qualities or character of a building, structure, site or its environment shall not be destroyed. The removal or alteration of any historic materials or distinctive architectural features should be avoided whenever possible. Standard 10. Whenever possible, new additions or alterations to structures shall be done in such a manner that if such additions or alternations were to be removed in the future, the essential form and integrity of the structure would be unimpaired. Additionally, the Aspen Historic District and Historic Landmark Development Guidelines, Section VI. "Residential Buildings Renovation and Restoration", pages 47 through 61 have been reviewed by staff as applicable for this project. Staff finds that the guidelines are somewhat weak in addressing design issues for adaptive use projects of secondary historic structures, however, the general Residential Renovation guidelines are applicable. HPC should consider the following Guidelines when reviewing this project: Guideline: Spacing - Maintain the visual unity of building clusters on individual sites. Some lots have a collection of buildings that are smaller than the main house. They may include support buildings such as sheds, barns, or carriage houses. In many cases the materials used to finish these buildings were similar to those of the main house. The strong sense of visual unity which results should be maintained. Where clusters of existing buildings occur retain the similarity of materials by using sidings that match. Guideline: C Traditional landscape patterns should be maintained. In alterations to existing buildings and in new construction traditional landscape patterns should be maintained. In development review by HPC involving landmark structures and development in districts, site plans will be considered with regard to the affect of new construction on the open space/landscape characteristics of the property. 3 Guideline: Old outbuildings surviving from the mining era contribute to the character of Aspen's neighborhoods and should be preserved whenever possible. Staff's response to these Guidelines are incorporated in the responses to the Development Review Standards below. The Standards for Partial Demolition are located in Section 7-602 (B), page 7-29 of the Land Use Code, and follow the Standards for Development Review and Staff's responses. Development Review Standards Standard #1: The proposed development is compatible in character with the designated historic structure located on the parcel and with development on adjacent parcels when the subject site is in an H, Historic Overlay District or is adjacent to a Historic Landmark. Response: Staff finds the alterations proposed for the north, east and west elevations of the Carriage House compatible in character, and necessary to provide needed light and egress into these interior spaces. We do, however, find that the proposed changes to the south elevation are noncompatible and inappropriate, and do not meet the Secretary of the Interior's Standards for Rehabilitation or the Guidelines. Please refer to review comments made by State Historical Architect, Jay Yanz (letter attached). Standard #2: The proposed development reflects and is consistent -Vifli-~EME-character of the neighborhood of the parcel proposed for development. Response: Adaptive uses of carriage houses are highly desirable and staff commends -- the applicant for such an ambitious and significant project. However, as previously stated, &he-_proposed ~__~aiterations to the south elevation can]0_pit be recommended by staff or-the-State-Historical-Arehitect-7--Â¥he ques-â‚¬10"as-a carriage house begin looking like a (competing) residence, and loses forever its visual and historical integrity as a support structure" should be asked. Carriage houses are found throughout the West End. The Smith-Elisha carriage house is, in staff's opinion, one of the most substantial and handsome of all of Aspen's secondary historic structures, and should remain that way. Standard #3: The proposed development enhances or does not detract from the cultural value of designated historic structures located on the parcel proposed for development or adjacent parcels. 4 4 Response: The cultural value of the Smith-Elisha House to Aspen and the entire community cannot be disputed. This nearly 100 year old structure shares the company of only a handful of other distinguished Victorian-era mansions in Aspen. The Smith-Elisha serves as a symbol of Aspen's remarkable mining history, and has become a favorite historic resource for locals and visitors alike for decades. Its sensitive renovation and adaptive use is applauded by staff. Therefore, certain aspects of the project are recommended for approval, others are not due to the non- compatibility and loss of integrity reasons stated throughout this review memo. Standard #4: The proposed development enhances or does not diminish or detract from the architectural integrity of a designated historic structure or part thereof. Response: Staff finds the fenestration changes proposed to the east the east, west and north elevations of the carriage house, including the flat roof skylight do not detract from the architectural integrity of the Smith-Elisha House. These are reasonable and balanced in nature. The skylight in this situation is an acceptable, reversible alternative to add needed light into the second floor. The Planning Office does find, however, that the changes proposed for the south elevation of the carriage house do alter the integrity and character of this structure and are not recommended. The enlargement of the central gable dormer, the addition of the two smaller dormers and the new first floor window are significant, noncompatible and irreversible changes to this primary elevation, in our opinion. The Standards for Review of (partial) Demolition (4 through 6) are as follows: Standard #4. A demolition and redevelopment plan is submitted when required by HPC, or for any partial demolition, that mitigates to the greatest extent practical, any impact that occurs to the character of the neighborhood where demolition is proposed to occur Response: The demolition and partial demolition proposed are to provide for five on-site parking spaces. The Office Zone district requires one space per bedroom for residential uses, and 3 spaces/1,000 sq.ft. of net leasable area; fewer spaces may be provided by Special Review (P&Z), but no fewer than 1.5 spaces per 1,000 sq. ft. of net leasable area. The applicant states that all five spaces (if approved by Special Review) will fit on site with the proposed demolitions. Staff finds the demolition proposed for the non-historic metal shed at the rear of the structure appropriate to help mitigate parking impacts. However, the demolition of the rear basement 5 stairs, which projects from the main structure approximately five (5) feet cannot be recommended by staff until such time as the State Historical Architect has reviewed and approved its applicability, certified for tax credits. The stairs appear to be original; their function was (is) to serve as egress to the basement for storage. To sacrifice this original portion of the main house for parking space is a difficult trade off which staff cannot support at this time, however, this entire block of Main Street is being impacted with additional parking needs. Staff shares the applicant's desires to provide for all on-site parking. Further study is recommended, and referral comments and approval or disapproval from the State Historical Architect are being sought at this time. Standard #5. The demolition plan mitigates, to the greatest extent practical, any impact the proposed demolition has on the historic importance of the structure located on the parcel and adjacent parcels. Response: Staff finds the plan does not mitigate any impact on the historic importance of the structure regarding the partial demolition of the basement stairs. The demolition/removal of the metal shed has no impact on the historic importance of the structure. Standard #6. The demolition plan mitigates to the greatest extent practical any impact on the architectural integrity of the structure. Response: Staff feels the architectural integrity of the Smith- Elisha House will be impacted with the partial demolition/removal of the rear basement stairs. The HPC should again refer to the Secretary of the Interior's Standards for Rehabilitation stated previously in this review memo for the established criteria. ALTERNATIVES: Alternative actions the HPC may take include: 1. Approval of the conceptual development, demolition and partial demolition application as submitted 2. Approval of the conceptual development and demolition application as submitted subject to the conditions stated in staff's recommendations below. 3. Table the application, requiring additional information 4. Deny the application, finding it does not meet the Development Review Standards and is inappropriate 5. Deny portions of the application, finding that such development activity does not meet the standards for development review. 6 RECOMMENDATION: The Planning Office recommends that the HPC grant Conceptual Development approval for alterations to the east, west and north elevations of the carriage house, and grant Demolition approval to remove the detached metal shed located at the rear of the main house. Approval is also subject to the following conditions: 1. That all work be prior approved by the State Historic Architect and that application be made for RITC certification through the Colorado Historic Society as official agency, should the applicant wish to pursue the 20% tax credits on the rehabilitation. 2. That exact materials specification be made for Final Development Review 3. That all conditions placed upon Conceptual Development approval be addressed in the Final Development Review application. 4. A detailed explanation of the railing bars across the upper floor hayloft doors, north elevation, carriage house. 5. A detailed explanation of the landscaping and accessory features proposed for the site, including the stone wall The Planning Office recommends that the HPC deny approval for the following proposed changes: 1. All changes proposed for the south elevation of the carriage house, including the enlargement of the central gable dormer, the addition 06-two-- -sialIa-P--9-able dormers, -and -the additional double hung window on the first floor, as specified in Jay Yanz's review letter. Further study is recommended of other non-principal elevations should additional natural light be required. 2. The partial demolition to the basement stairs located at the rear of the main house. Further study is recommended to mitigate impacts due to the loss of this architectural element. 3. The site grade changes to bring the lowest terrace level up to the sidewalk. The sloping terraces and Victorian lawn setting of the Smith-Elisha have been determined a significant aspect Of its National Register listing. 7 4. The cut into the stone wall at the sidewalk. The principal historic entrance orientation should be retained. 5. Any further removal of mature and significant landscaping. hpc.memo.320wm.cd 8 , MEMORANDOM . TO: Planning Offices Historic Preservation Committee, Planning and Zoning Commission FROM: Welton Anderson RE: Elisha House, Historic Development Review, GMOS Exemption, Special Review for Parking Reduction. DATE: 25 November 1988 Historic Development Proposal- Main House: There will be no significant change in character to the Elisha House. The primary work will be reDair and repainting of the exterior surfaces of the house. Exterior architectural elements that are lost or are irreparibly deteriorated will be duolicated exactly. Existing windows are generally in very good condition and will be provided with new sash cords where needed and new glass where broken, the wavy original glass being preserved. Clear glass will replace the colored glass in the circular "pinwheel" window in the uopermost south gable, and a skylight/roof window will be installed on the west attic roof, invisible from the street. Carriage House: The effect of the Droposed development on the original design of the carriage house will be as minimal as possible and still comply with the light, ventilation and egress requirements of the building code, The agplicant 1 realizes that the carriage house's importance is as-an outbuilding and it's character should remain that of an outbuilding. Consequently the elements that contribute to it's character (dormers, double hung windows, carriage and loft doors) will be modified or reproduced to allow more liaht inside. The north (loft) gable will be reproduced on the south side and will be flanked by smaller dormers identical to the existing dormer. Single double hung windows will be joined to make a pair or a triple window, consistant with the grouped windows on the house. The carriage door and the loft door on the alley, those elements that make a carriage house function, will remain in Dlace. Some of the wooden oanels, however, will be removed and replaced with glass in both doors, allowing the character to be maintained. Site Plan, Landscaping, and Parking: Parking for 5 cars will be provided between the carriage house and the transformer pad off the alley. The metal shed and basement stair in this area will be removed (see Special Review for Parking Reduction). The rubble stone retaining wall along the south property line will be replaced with a coursed stone wall similiar to the foundation wall of the house. The lowest portion of the site will be raised to approximately sidewalk level and a sunny picnic area with benches on axis with the door to the carriage house installed there. New landscaping replaces most of the small diameter trees and shrubery that have so overgrown the house. New soecimen shrubery will be installed. GMQS Exemption-Change in Use for Histotic Landmark, Special Review for Parking Reduction: Pursuant to Section 8-104 B.1.c. the applicant proposes to change the use of the Elisha House to office use and the carriage house to office below and residential above. Net leaseable square footage is aporoximately 2784 square feet of office and a 839 square foot 1 bedroom apartment. '98 Elisha House * Page two The applicant is requesting an interpretation from City Council as to their intent and the applicability of the requirement for employee housing meeting the threshold required in Section 8-106 for a change in use of an Historic Landmark where there is no expansion to the Landmark. If Council determines that it must meet the employee housing requirement, the employee generation is as follows: 2784 SF x 3 emoloyees/1000 SF=8.3 employees x 60% = 5.01 employees x $11,250 / employee (middle income)= $56,383 cash in lieu. All parking can be provided on site off of the alley with a Special Review aporoval for a reduction from 3 spaces / 1000 SF to 1.5 spaces / 1000 SF. The requirement would be 2784 SF x 1.5 spaces / 1000 SF = 4.1 + 1 space for the 1 bedroom residential = 5 spaces. Water is supplied by a 6" galvanized water main in Main Street to a 3/4" line going to the house which serves the existing li baths. The addition of another li baths can, according to the water deoartment, be served without upgrade to the water system. Sewer needs are served by an 8" line in the alley which is large enough for the additional demand. Historic site drainage will not be significantly altered. Parking will be oravel, and there no additional buildings and new paving is minimal. The site is immediately adjacent to all but two bus routes. The site is 6 blocks from the fire department and response time is less than 3 minutes. Smoke detectors shall be installed in each office space and in the residential unit. Solid waste removal shall be handled by a new dumpster located in the alley between the transformer and the west property line. HPC PROJECT REVIEW CHECKLIST Does the Project meet the Standards for Development? Does the Project meet the Development Guidelines? Does the Project support the Community's Preservation Goals? SITE PLANNING ROOF Siting of the Building: Shape (gable, lean-to, etc.) Setback Pitch Facade width Overhang Spacing between buildings Dormers Skylight Chimneys Delineation of street space: Creation of continuous street WINDOWS edge Separation of public, semi-public, Type (double-hung, casement, etc.) and private areas Shape and proportion Fences Rhythm and balance Blinds/shutters Garage placement DOORWAYS Landscape plantings Placement and orientation Type (paneled, etc.) Site improvements: EXTERIOR ARCHITECTURAL Walkways ELEMENTS Driveways Retaining walls Door platforms and steps Porches BULK, PROPORTION and Exterior stairs and decks SCALE (building size) Roofwalks and platforms MATERIALS Height Facade proportions Wall surfaces Scale Foundation Roof MASSING (building shape) TRIM and MISCELLANEOUS Mass of main portion: DETAILS Form Roof shape Tri m Orientation Gutters and leaders Louvres, vents, etc. Additions: House lights Placement Public utilities Form 1 --4- Bulk ta .- SPECIFIC DESIGN SUGGESTIONS: 9 92Â£$1 i ALL ED/ D Lcd>kL 24 , 2euvE ME-04- 0 -./..4 *40 479'0'1'11'6 ' 9 0 90' 1 1 14' 11â€¢ANsitâ‚¬Med': Â· 92 NZ.Elkl 4 _ -T .I 1 1 ---- ___ tE VivE 1.-1_1 -/ 1'' 1 1-1. - - I . 74 -- - ':/1:jiTTiTRi - 1 - 1.... 14,14(:11'j Â£ 1 -0-Â«, ,:L *4 Â£ 4;' ~ k.... i ....'1-bkÂ·'d-- 1-914 --Â·EUL L e 1 1 1.1 ,1 - 1 11 1-= 4 244, 1 't Â·i U-- 7-Zi---r-- f. 4 771 ; ''--I--=Arp\ [.7 -1 ! 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Rox 202 (323 'DVe,1 Efeeler .btreet) _4*en, uoforacio 81012 December 20, 1988 Roxanne Eflin, Bill Poss, Chairman Historical Preservation Committee 130 South Galena St. Aspen, CO. 81611 RE: SMITH-ELISHA HOUSE & CARRIAGE HOUSE, 320 W. MAIN ST., ASPEN, CO. I live at 323 W. Bleeker St., which is directly across the alley from the Smith- Elisha house, carriage house. I also own the properties on either side of my residence, across the alley from the Smith-Elisha house property. In response to your request, this letter will address my concerns regarding the architectural changes proposed for the above described property. I am also very active with the Aspen Historical Society in perserving Aspen history and encourage renovations that enhance the integrity of historical buildings. NORTH SIDE CHANGES: I understand that the proposed architectural changes are to facilitate residential and office use which includes adding four glass panels to the existing upper double doors on the alley side of the carriage house, and "barring" those doors on the exterior; adding new single windows on either side of the existing lower "barn door" (which would in effect cause the elimination of the existing small framed opening left of the carriage door on the ground level), and replacing the existing top two rows of wood panels with new glass. MY CONCERNS & SUGGESTIONS: I realize that adequate lighting is necessary to facilitate the new use of the carriage house, however, my concern is that such changes to the "barn like" structure will not keep the original historical character of the building and I, therefore, suggest eliminating all North glass; adding one or two more sky lights out of view from Main St., and increase interior lighting, as applicable. By doing this, the North side of the building will be preserved as it is (a simple carriage house). It will also prevent loss of precious energy and eliminate glaring glass which I feel intimidating to me as my south windows are directly across the view line of the proposed new glass, thus causing infringement of my privacy. I also suggest eliminating the railing bars across the upper doors exterior and addressing that aspect instead from the interior. OVER-ALL CARRIAGE HOUSE CHANGES: I understnd that there are building codes to provide adequate lighting, however, I believe that adding 14 windows and/or glass to the already existing windows and/or doors will definitely chop-up the present architectural lines of the carriage house and detract from the simplicity of the structure and its era, especially by adding new dormers in the process. Such "dramatic architectural statements" is unnecessary for this application, I feel. New dormers, I believe, will give the appearance of "another house , leaving little to the preservation of the original integrity of the structure... a carriage house. I, therefore, suggest that the dormers be eliminated on the South side of the upper level and, in general, I recommend doing as little as possible to change the exterior. Instead, accept and preserve what is left from that era by creative architectural planning efforts that approach the proposed changes from "within" the integrity of the overall situation. MAIN HOUSE/PARKING (CONCERNS & SUGGESTIONS): I understand that application has been made to provide five on-site parking places accessible from the alley to meet parking requirements of this proposal. In order to accomplish this a five-foot portion of the rear historic staircase will have to be demolished to provide for two vehicles. I feel that the staircase is an historical and practical part of that house and such deliberate destruction will further detract from the historical completeness December 20, 1988 Page 2 Roxanne Eflin, Bill Poss RE: SMITH-ELISHA HOUSE of the structure, especially since this fine property is eligible to be entered on the National Register of Historic Places. In addition, I own two on-site parking spaces directly across the single lane alley from the five proposed spaces on the Smith-Elisha property, plus my carport and parking area to the east. I also provide off-street parking on both sides of my property for tenants, two of which are directly across the alley from the McDonald property which now has an additional 6-8 spaces alloted in this alley. This situation has impacted the alley beyond reasonable limits for its parking and traffic flow.. not to mention delivery trucks, proper snow removal efforts, the hill which hinders passage and parking and maneuvering safely when slippery. Even with past conditions of only two angle-parked vehicles behind the Elisha house, it is difficult year 'round to access and exit my two spaces directly across the alley from the 5 proposed spaces. 1) My spaces are designed for only right-angle parking off the alley. Because the alley is only one lane many have found it difficult to back out completely and/or turn a right angle to proceed down the alley when vehicles are parked directly behind my space in the area under application. 2) In addition, this parking location is on a hill and during the winter months it is especially difficult to maneuver in and out of these spaces because of snow build up, slippery sloping conditions and inadequate and/or regular plowing procedures. Such conditions have deterred people from using the spaces I provided for them and I am concerned that more vehicles will further inconvenience my friends, employees and associates. 3) The McDonald property approval of 6-8 vehicles has maximized and jeopardized limits the purpose of the alley way for the remaining parking and traffic situation already. It's located directly to the East of the Smith-Elisha house and directly across the alley from my duplex which I rent to the working people who presently have three children. It concerns me also to have any additional flow of traffic and parking in an inadequate alleyway for the children's safety and any more delivery trucks passing through from the main house (office building). People think they can park in alleys "temporarily". Parking is such a problem in Aspen, this is even done on the main streets. From my experience with The Charlemagne Restaurant traffic and parking encroachment on my renters to my West off-street parking on 3rd & Bleeker, I do not want to have to be constantly calling the police (as my renter does) to remove cars from encroaching my parking area because of delivery trucks, office clients, staff, or others. 4) I am also concerned about the additional dust, dirt, noise, and fumes from more vehicles that will be present just outside my windows and right next to my vegetable garden. 5) My fenced property line runs the entire length of the block on the north side of the Smith-Elisha house except where parking spaces are provided. I'm concerned about my fence being damaged by even more vehicles using this area... I have already had to repair many places from such vehicles causing damage through alley useage. SUGGESTIONS: Smaller-sized vehicles may literally fit into such a proposed space on paper, but in actuality, implementing a safe, practical adaptation to such space remains to be seen. I recommend that angle parking for maximum of three vehicles (with a logical western approach) and suggest that other arrangements be made for the other two vehicles, by utilizing inside of the lower portion of the carriage December 20, 1988 Page 3 Roxanne Eflin, Bill Poss RE: SMITH-ELISHA HOUSE house for parking which is compatible to its purpose and seems adaptable and still enabling some office space on the lower level, and that no delivery vehicles or "temporary standing" of vehicles be allowed. Also, proper maintenance of the alley during snow conditions is essential to keep the alley safe and maneuverable. In the past, it has been a problem with the placement of dumpsters which somehow seem to move around in the alley and add to the already existing hazards of traffic and/or parking. I recommend that a remedy to that be addressed before such approval is granted. Sincerely, < Â»1 2,4/0 0 Ruth Whyte RW:mlb ec: Aspen P.&.Z. Committee Alan & Jacqueline Shada 110 Escondido, Vista, CA. 92084 V. L 4-1- 20 3 1 94< MEMORANDUM To: Aspen Historic Preservation Committee From: Roxanne Eflin, Planning Office Re: Revised By-Laws Date: December 20, 1988 BACKGROUND: Attached you will find a copy of the 1972 By-Laws of the Aspen Historic Preservation Committee, with the 1974 amendment. You will also find a copy of the recommended revised by-laws which have incorporated the 1972 document with the provision of Article 4 in the new land use code, and include "Conflict of Interest" Issues. The Revised Land Use Code, effective May of 1988, incorporated portions of these by-laws and expanded them where necessary to insure the proper functioning of the HPC. Please refer to Division 4, Section 4-401 through Section 4-406, pages 4-7 though 4-10 in the land use code for specifics. STAFF COMMENTS: Two issues are providing us the opportunity to amend our By-Laws, as codified in the code. First, the "Conflict of Interest" issue has become a primary interest with Council, who has directed all five city boards and commissions to respond. Staff has reviewed the 1972 By-Laws and Division 4 of the Code and is recommending changes accordingly. Secondly, the "Correction Ordinance" for the revised land use code is being prepared by the Planning Director. The commitment was made in May to return after six months of working with the revised code to correct any problems which may have been discovered during that time. The two preservation ordinances, #11 and #42, were incorporated or "codified" in the revised code, along with portions of the By-laws. (Staff is recommending amendments to this sections accordingly - refer to "Code Revision" memo in this packet.) You will find in particular the format of the By-Laws have changed from the 1972 edition. Staff has taken the language from Division 4, Sections 4-401 through 4-406 and incorporated it into By-Laws form, underlininq and bolding any new recommended language currently not found within the code OR By-Laws. Please review these recommended changes carefully. RECOMMENDATION: The Planning Office recommends that the HPC move to approve and adopt the 1988 Revised By-Laws as submitted, which shall be incorporated into the Aspen Municipal Code through the "Correction Ordinance". hpc.memo.bylaws By-Laws of the Aspen Historic Preservation Commission Revised 1988 Amending the Aspen Land Use Code Division 4 Sections 4-401 through 4-406 ADD ENTIRE ARTICLE f U Article I PURPOSE. (Eliminate from Section 7-701) The purpose of the Aspen Historic Preservation Commission, formerly "Committee", is to recognize, protect and promote the retention and use of landmarks and landmark districts in the city and to promote awareness of Aspen's unique heritage. In addition, the HPC's purpose is to: 1. Ensure the preservation of Aspen's character as a historic mining town because of its importance to the economic viability of the community as an international ski resort and cultural center 2. Promote the cultural, educational and economic welfare of Aspen through the preservation of historic structures and areas and the preservation of the historic character of the community 3. Encourage productive and economically attractive uses of historic structures 4. Support the implementation of the Aspen Area Comprehensive Plan Historic Preservation Element ADD ENTIRE ARTICLE Article II ESTABLISHMENT. The City Council of the City of Aspen, Colorado adopted Ordinance #5, Series of 1972, which became effective on April 10, 1972, creating the Aspen Historic Preservation Committee, providing for its members, as revised by Ordinance #36, Series of 1973, to include seven rather than five members, and outlining the Committee's powers and duties. Ordinance 11, Series of 1987, provided the addition of three (3) alternate members, also to be appointed by City Council. Article III POWERS AND DUTIES. The Historic Preservation Commission (HPC) shall have the following powers and duties: 1. Recommendation of approval or disapproval to the Commission and the City Council of the designation of H, Historic Overlay District or Historic Landmark, under Art. 7, Div. 7 2. Review and approval, approval with conditions, suspension or disapproval of development with the H, Historic Overlay District or development involving a Historic Landmark, under Art. 7, Div. 6. 3. Review and approval, approval with conditions, suspension or disapproval of demolition, partial demolition or relocation involving a Historic Landmark or demolition, partial demolition or relocation of any structure rated as a "4", or a "5" by the HPC in its evaluation of the Inventory of Historic Sites and Structures of the City Of Aspen, as periodically amended under Art. 7, Div. 6; 4. Periodic evaluation of the Inventory of Historic aites and Structures, under Art. 7, Div. 6; 5. Recommendation of approval, approval with conditions, or disapproval to the Board of Adjustments on a request for variance in the H, Historic Overlay District or involving a Historic Landmark, under Art. 7, Div. 6; 6. Recommendation of the City COuncil of Historic District and Historic Landmark Development guidelines under Art. 7, Div. 6; and 7. Recommendation to the Commission to initiate amendments to this article. . - J- A , a.._.~-v61~, /1,/Â©7/1--7~1<r--j,Â»Â· f~-' 2. 9 <+Cr)-.r,P 0 7 Article IV QUALIFICATION FOR MEMBERSHIP. Members of the HPC shall be qualified electors in Aspen and residents for two (2) years prior to appointment. Article V MEMBERSHIP: APPOINTMENT, REMOVAL, TERMS AND VACANCIES. 1. The HPC shall be composed of seven (7) members and three (3) alternate members, and shall be appointed by 2 the City Council. Nominations for membership shall be presented to the City Council by the Aspen Historical Society and the community-at-large and through personal application,. Each member shall hold office for a terms of (3) years. Alternate members shall attend all Jaeetings and shall be allowed to vote in the absence of ~la regular member. There shall be no restriction on the number of terms any member may serve, however an application must be submitted for each additional term, which must approved bv City Council. When a regular member resigns, the alternate member with the most seniority on HPC shall automatically be appointed hY the Chairman in replacement at the next regular meeting. and shall serve out the exiting member's term. 2. (Delete existing paragraph under Section 4-403(B)- Replace with the following:) The HPC shall be composed of both professional and lay members, all of whom have demonstrated interest, knowledge, or training in fields closely related to historic preservation, such as history, architecture, landscape architecture. architectural history, archaeology. planning. or other historic preservation related disciplines such as the building trades. cultural geography. cultural anthropology, real estate or law. Information on the credentials of the commission members must be kept on file and available to the public. 9. At least three members shall be professionals in preservation related disciplines such as architecture, architectural history. archaeoloqv, history, planning or other historic preservation related disciplines such as urban planning. American studies. American civilization, cultural geography or cultural anthropology. If the professionals are not available in the community. and if it can be demonstrated that a qood faith effort was made to locate and appoint such professionals. this requirement can be waived, provided that the HPC is capable of carrying out the responsibilities assigned to it. 4. When the discipline of architecture, history, architectural history or archaeology is not represented in the HPC membership. the HPC shall seek additional expertise in the appropriate areas when considering National Register nominations and any other delegated actions that will effect that discipline. 5. Members shall serve in accordance with the laws of Colorado and may be removed before the expiration of 3 their appointment, by a majority vote of the City Council. In the event that any member is no longer a qualified elector or is convicted of a felony or an offense involving moral turpitude while in office, the City Council shall terminate the appointment of such person as a member of the HPC. 6. Members shall serve without compensation. 7. Members of the HPC shall serve pursuant to Ordinance 50, Series of 1979, the Conflict of Interest ordinance. Additionally, any member or associate of the member's firm bringing business before the HPC shall give written notice of the interest to the Chairman through staff as soon as reasonably possible after the interest has arisen. That member shall thereafter not discuss the matter with another member Of the HPC. Additionally. , the mimber of ~roiects; any member may ~/bring beford- theTâ‚¬ommission/h~ limited to two in any \givefi twelve (12)*month tidi period. 8. At the first regular meeting in August, the member of the HPC shall elect one (1) Of their members as Chairperson and one (1) as Vice-Chairperson. In the absence of the Chairperson, the Vice-Chairperson shall act as Chairperson and shall have all powers of the Chairperson. The Chairperson shall be elected for one (1) year and shall be eligible for re-election. 9. The Chairperson of the HPC shall administer oaths, be in charge of all proceedings before the HPC, decide all points of order on procedure, transmit reports and recommendations of the HPC and take such action as shall be necessary to preserve order and the integrity of all proceedings before the HPC. 10. The Secretary of the HPC shall be the City Clerk or the City Clerk's designee. The Secretary shall keep the minutes, shall mail notices of regular meetings to members no less than three (3) days in advance and for special meetings shall either mail notice, serve personally or leave notice at a member's usual place of residence no less than two (2) days in advance, and maintain the files of all studies, plans, reports and recommendations made by the HPC. 11. Any member of the HPC who has four (4) or more absences from regular meetings during the calendar year may be subject to removal by the City Council. It shall be the responsibility of the Secretary of the HPC to notify the Chairman and City Council of such absences. 4 ADD ENTIRE ARTICLE: ARTICLE VII COMMITTEES AND PROJECT MONITORING 1. The Historic Preservation Commission may establish such committees as it deems advisable and assign each committee specific duties or functions. 2. The Chairman may designate the members of each committee and may name the Chairman of each committee. The Chairman may fill vacancies on committees as they are created. 3. Each development project shall have a HPC member assigned to it as a "Project Monitor". The duties of the monitor are to report at each meeting on the progress of the assigned project, keep current on the project's status through staff and the applicant, and be available to confer with staff and the applicant on the project, if necessary. 4. Time during "Communications" in each meeting will be dedicated to project monitoring reports. ARTICLE VIII STAFF. The Planning Office (eliminate "Planning and Development Agency") shall be the professional staff of the HPC. A representative of the Planning Office and a representative of the Building Department shall be available at all meetings to provide advice to the HPC. Article IX QUORUM AND NECESSARY VOTE. No meeting of the HPC shall be called to order within a quorum consisting of at least four (4) members being present. No meeting at which less than a quorum shall be present shall conduct any business other than to continue the agenda items to a date certain. All actions shall require the concurring vote of a simple majority of the members of the HPC then present and voting. ARTICLE X MEETINGS, HEARINGS AND PROCEDURE 1. Regular meetings of the HPC shall be held on the second and fourth Wednesdays of each month. Special meetings may be called by the Chairman or a majority of members. 5 2. All meetings and hearings of the HPC shall be open to the public. 3. Public hearing shall be set for a date and time certain. hpc.bylaws 6 RECOMMENDATION: The Planning Office recommends that the HPC grant Conceptual Development approval for alterations to the east, west and north elevations of the carriage house, and grant Demolition approval to remove the detached metal shed located at the rear of the main house. Approval is also subject to the following conditions: 1. That all work be prior approved by the State Historic Architect and that application be made for RITC certification through the Colorado Historic Society as official agency, should the applicant wish to pursue the 20% tax credits on the rehabilitation. 2. That exact materials specification be made for Final Development Review 3. That all conditions placed upon Conceptual Development approval be addressed in the Final Development Review application. 4. A detailed explanation of the railing bars across the upper floor hayloft doors, north elevation, carriage house. 5. A detailed explanation of the landscaping and accessory features proposed for the site, including the stone wall The Planning Office recommends that the HPC deny approval for the following proposed changes: 1. All changes proposed for the south elevation of the carriage house, including the enlargement of the central gable dormer, the addition of two smaller gable dormers, and the additional double hung window on the first floor, as specified in Jay Yanz's review letter. Further study is recommended of other non-principal elevations should additional natural light be required. 2. The partial demolition to the basement stairs located at the rear of the main house. Further study is recommended to mitigate impacts due to the loss of this architectural element. 3. The site grade changes to bring the lowest terrace level up to the sidewalk. The sloping terraces and Victorian lawn setting of the Smith-Elisha have been determined a significant aspect of its National Register listing. 7 4. The cut into the stone wall at the sidewalk. The principal historic entrance orientation should be retained. 5. Any further removal of mature and significant landscaping. hpc.memo.320wm.cd r 8 V. 0 I MEMORANDUM To: Aspen Historic Preservation Committee From: Roxanne Eflin, Planning Office Re: "Conflict of Interest" Ordinance #50, Series of 1979 Date: December 20, 1988 Attached is a copy of Ordinance #50, Series of 1979, covering the issues of conflicts of interest. In my review of this ordinance, I find that the HPC, during the time of my involvement with you, has never violated this ordinance, and in fact has gone well above the required norm in professionally handling such issues. Any additional thoughts you may have on this issue would be appreciated. Please keep in mind that mid-February of 1989 is when Council wishes to meet back with all the five city boards and commissions on this issue, to obtain their feedback. Also in this packet you will find recommended revised By-Laws which include new sections regarding conflict of interest. Please review these carefully and offer suggestions. hpc.memo.ord.50 .. ,t RECORD OF PROCEEDINGS 100 Leaves 1 .-.. .. .1, 'r' .... Â£. ORDINANCE NO. -6-0 (Series of 1979) | AN ORDINANCE DEFINING CONFLICT OF INTEREST AND REQUIRING THE DECLARATION AND REMOVAL OF A PUBLIC OFFICIAL FROM ANY LEGISLATIVE, ADMINISTRATIVE, OR DISCRETIONARY 1 ACT WHEN SUCH A CONFLICT EXISTS 1 0 i WHEREAS, the City Council wishes to define a conflict of i Â· interest for the benefit of the City of Aspen, 1 NOW, THEREFORE, BE IT ORDAINED BY TIIE CITY COUNCIL OF THE 1 - CITY OF ASPEN, COLORADO: Section 1. Definitions. . 1 (a) City Council Member. "City Council member" means a member of the Aspen City Council and includes the Mayor. (b) City Official. "City official" means and includes any member of a'board, authority, commission or other body appointed by the City Council and the Municipal Court Judge. "City official" does not mean or include any employee of the City with the exception of the Municipal . , Court Judge. (C) Contract. "Contract" means and includes any claim, account or demand against, or agreement with, the City of Aspen, express or implied. (d) Interest. "InterestÂ·" means and includes a situation where substantial ppcuniary benefit may accrue, either directly or indirectly, to a City Council member or City official as a result of a contract or transaction which is or may be the subject of an official act or action by or with tKe City of Aspen, excepting such contracts or tiansactions which by. their terms and by the substance of their provisions confer similar benefits to all per- sons or property similarly situated. For the purposes C-,1.- .. I b RECORD OF PROCEEDINGS 100 Leaves ~ of this ordinance an "indirect" interest occurs when the City Council member or City official (1) is related in the first degree by blood or marriage to a person who has a direct "interest", or (2) is an executive officer or director of a business that has a direct "interest", 4. or (3) controls, or has a strong voice in the control of, a business that- has a direct "interest", or (4) has a substantial contract or a series of contracts on a continuing basis with a person who has a direct "inter- est'. (e) Official Act or Action. "Official act or action" means and includes any legislative, administrative or discre- tionary act of the City of Aspen, whether by the City Council, a board, commission, court or a City employee. (f) Person. "Person" means and includes any individual, business, proprietership, firm, entity, estate, partner- ship, association, trust, or corporation and the holder of a legal or beneficial interest in any of the same. (g) Personal Services. "Personal services" means and includes the employment of a person to perform duties, which labor does not produce tangible commodities. (h) Substantial: "Substantial" means and includes a situ- ation where, considering all of the circumstances, a reasonably prudent person would expect a marked tendency to make a decision other than an objective decision. (i) Transaction. "Transaction" means and includes the con- 1 duet of any activity which results in or may be the sub- ject of an official act or action of the City of Aspen. -2- . ' .. . Cit- 4 4 -cr 1 I - RECORD OF PROCEEDINGS 100 Leaves 1 Section 2. City Council. (a) No contract wherounder the City of Aspen is to pay out money for personal services shall be optered into by the City if a member of the City Council would perform ser- vices thereunder. No contract, other than one where the .. City of Aspen is to pay out money for personal services where a member of the City Council would perform services, shall be entered into by the City if a member of the City Council would have an interest therein unless the City C6uncil member declares his or her 4 .. interest and removes him or herself from a position of influence over the contract, including abstention from voting thereon. If a contract prohibited by the terms hereof is entered into, it shall be void. (b) 210 City Council member shall appear on his or her own behalf, or by him or herself representing another before the City Council or any board, comnission, or authority of the City concerning a transaction. A City Council mem ber may be a member of a firm representing another on a City transaction provided he or she does not per- sonally appear on behalf of the client, declares his or her intereit, and removes him or herself from a position of influence over the transaction, including abstention from voting thereon. (C) No City Council member shall appear by him or herself or through a firm on behalf of another in municipal court, but he or she may appear in his or her own behalf. (d) N6 City Council member 3,hall be a party, or by him or herself or through a firm appear on behalf of such a party, in a civil lawsuit wherein the City is also a -3 . #1 RECORD OF PROCEEDINGS 100 Leaves party without the consent of the City Council being first requested and obtained. Section 3. City Officials. (a) A City official may contract with the City including a contract whereunder the City is to pay out money for . personal services. (b) A City official may appear on his or her own behalf or by him or herself or through a firm represent another on ' a City transaction before any board, cor,unission or auth- ority of the City with the exception of the board of . , which he or she is a member. A city official may appear on his or her own behalf before the board of which he or she is a member provided he or she declares his or her interest and removes him or herself from a position of influence over the transaction, including abstention from voting thereon. A City official may be a member of a firm which appears on behalf of another on a city transaction before the board of which he or she is a member, provided he or she does not personally appear on behalf of the c].ient, declares his or her interest, and removes him or herself from a position of influence over the transaction, including abstention from voting there- on. A City official may appear on his or her own behalf or through a firm represent another on a City trans- action before the City Council, provided he or she does notÂ· personally appear on behalf of the client. 1 (C) A City official with the exception of the Municipal Court Judge may appear for himself or on behalf of another in municipal court. _4_ . 4 1 . 1 .0 1 . 1 1 RECORD OF PROCEEDINGS 100 Leaves 1 -1 .. ....11â€¢â€¢ â‚¬I (d) Llc, City official shall be a party, or by him or herself or through a firm appear on behalf of such a party, in a civil lawsuit wherein theÂ·City is also, a party without the consent of tha City Council being first requested and obtained. 1 . Section 4. Exceptions. I The following shall not bc deemed to be precluded by this ordinance: 6 (a) A City Council member or (3ity official appearing before a City board including the Council. and urging an argu- ment concerning City issues and policies. (b) A City Council member or City official exercising his or her constitutional right of free speech. (C) The City Council dealing with the City as the board of directors of'a general improvement district or in another similar capacity. Section 5. Penalty. A violation of this ordinance shall be grounds for removal for cause from public office. Section 6. Severability. If any subsection, sentence, elause, phrase or portion of this ordinance is for any reason held invalid or unconstitutional by any court of competent jurisdiction, such portion shall be Aeemed a separate, distinct and independent provision and such holding shall not affect the validity of the remaining portions thereof. Section 7. Public Hearing. A public hearing on the ordinance shall be held on the /0 day o f 1Â£/46-P-3 , 1979, at 5:00 P.M. in the City 1 Council Chambers, Aspen City Hall, Aspen, Colorado. -D- 1 . . ..Sm- . - RECORD OF PROCEEDINGS 100 Leaves INTRODUCED, READ AND ORDERED publishedÂ· as. provided by law by the City Council of the City of Aspen, Colorado, at its regular meeting held on the c:Ff day of Â£520.o-ze~cc.*-2- , 1979. 6 \7.17 i --t / 1 .. Her.KfaW/Edel ' Mayor ATTEST: /5zof F c ;,i'< ~ tf kf~g/t - Kathryn S./ Koch . . t City Clerk ' FINALLY adopted, passed and approved on the .,222--day of 0 0920 - . 1979. 1 Hdrilrin Edel i Mayor ATTEST: ..b~LÂ£.4 < - Yjc#71/n: MO ike./M,9-471-U.-/ City Cferk, Â£3>:2=L~ I. .. -6- C-=,0 . V. E. MEMORANDUM To: Aspen Historic Preservation Committee From: Roxanne Eflin, Planning Office Re: Amendments to Section 7-601 through 7-709 (Historic Preservation portion) of the Land Use code Date: December 20, 1988 The purpose of this memo is to serve as an update to the HPC on the "Correction Ordinance" process currently underway in the Planning Office, directed by Alan Richman. Please bring your Land Use Code to this meeting for your convenience in reviewing the proposed amendments. Over the past few months, staff has made a number of notations on areas needing clarification and outright amending in the Revised Land Use Code, specific to Historic Preservation. It has now been over a year since we have had Ordinance 11 and Ordinance 42 in place, and it is time to take a look at how these were incorporated into the Land Use Code, and their effectiveness to help the community achieve its historic preservation goals in development application review. There are actually three distinct portions of the Code which are being amended: 1) Article 4 - Powers and duties, etc. section (by-laws) 2) Article 7 - Historic Preservation (as indicated in this memo) 3) Zoning Considerations and preservation incentives, which staff and the Planning Director are working on. These are significant in scope, and Will not be included in the "Correction Ordinance". The goal is to concentrate on all these issues after the first Of year, and bring recommendations to the HPC, P&Z and Council early next year. The Affordable Housing threshold will be amended, however, in the Correction Ordinance, to a significantly lower percentage (probably 25%) than what currently exists (60%). Many minor changes are proposed, such as: 1. Include "Bed and Breakfasts" under conditional uses in the Office Zone district (inadvertently left out) 2. Add language specifically allowing staff and HPC to require graphic and model displays in applications 3. Add "new construction on designated landmark parcels" to sentence #2 of Development Review Standard "A". 4. Eliminate the word "redevelopment" and insert the word "development" everywhere it occurs related to demolition, partial demolition or relocation. 5. Incorporate some wording (yet to be determined) regarding the landmark designation grant program and application letter required. This single element of Incentive Ordinance 42 of last year was not included in the revised land use code, and staff feels it is important in integrate. 6. Include "suspension" as an action which HPC may take in that section of the code that specifies those actions. HPC may suspend action for up to six (6) months on demolition application. The significant changes proposed are as follows: 1. A complete overhaul of Section 7-602 - "Demolition of a Historic Landmark", breaking out demolition, partial demolition and relocation, and clarifying the review standards attached to each. Also requiring "partial demolition" review and approval for structures rated a "4" or "5" or higher. Staff will have these prepared for the meeting. 2. Inclusion. of "Minimum Maintenance Standards", which also will be prepared for the meeting. 3. Elimination of Review Standard #3: Cultural Value. In discussing this standard with State Preservation Planner, Chris Pfaff, she agrees that "Cultural Value" is unusual to include as a review standard, yet is important to state in the "Purpose" section, which it is. Staff finds responses to this standard repetitive when reviewing development applications. The three primary standards are clearly defined and serve well our purposes: Compatibility, Neighborhood Character and Architectural Integrity. By eliminating "Cultural Value" as a review standard in no way indicates its lessened importance in the overall goals and purpose of the HPC or the preservation program. RECOMMENDATION: The Planning Office recommends that HPC move to approve and recommend to the Planning and Zoning Commission the above proposed amendments to the Land Use Code, with modifications if appropriate. hpc.memo.codeamendments MEMORANDUM To: Aspen Historic Preservation Committee From: Roxanne Eflin, Planning Office Re: Informational: Rio Grande Parking Structure/Pitkin County Library and plaza elevations Date: December 20, 1988 Staff has asked Principal Planner Tom Baker to make an informational presentation before the HPC on the proposed Rio Grande Parking Structure, Pitkin County Library, Plaza, etc. The development of this area is significant to the community, and is located immediately adjacent to the Commercial Core Historic District boundaries, sandwiched between two of Aspen's most prestigious historic structures: The Hotel Jerome and the Pitkin County Court House. Attached is a proposed site plan and the proposed Library elevations. You may wish to begin formulating your thoughts based on compatibility issues, massing and scale. This presentation is informational only. You are encouraged to make your concerns known to both City Council and the Planning and Zoning Commission during their upcoming public hearings on the project. P&Z will be meeting on this project again Tuesday, December 27. 1 1 1 .1 --1111'L T F , 1-- J..Ill 1 11 L -1 ..1 --0--al I ABVE:1811 AINnOO NI>Illd 1 1 L ....-0....0/ .... 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I.Â«-rr SPRING STREET EXTENTION â€ž . ~Â·~Â·\Â·:Â·6Â·1~1 ..4646 1 1-Â· L - P 4 7/ 1.1 9 /11<"v'-hr'4./. h.adv.q 1 -Â£9==32%6 - 1 ~1~2~- . i I â‚¬Â¥I..'i~*1*p.~---- -- RIO GRANDE ~Ii'E "wf- M.K.t --Im'*ut - â‚¬09.7/le NÂ·"20%<imt----hz:-gyzinE== PARKING 4 - vCI~~9 23-~~~33- -F--rti; FACILITY 00 :.t.1- - - ' iâ‚¬6:,r PARKING ir 11: M o , , Colorado Â£ --=N U--*2 f -- 83 SPACES. - 7 '-e<fuf<24'tlittlt!111111 PLANT LIST Â»04\ L-1 34814./.Im"-1~-*-347 TREES 1 <~ \A \ \ COLORADO BLUE SPAUCE . aQ â€¢ ch . . AUSTRIAN PINE 1 NORWAY MAPLE CAPS AUTO - CRABAPPLE A 144 111'111 SCHEMATIC BLEEKER STREET ' ,~~4%%,EM*Â©~~f~ ~ ... ALME CURRENT -1 - RED-TWK; DOGwoOO --UV DESIGN HORIZONTAL JUN,PER -i pmms:wi PACKAGE d Ill2Y--ill, PO TENTIL A 7-~44 - PEKING COTONEASTER --fl JAIL GROUNDCOVERS -1 11 1 1< MAG.- c Rtâ‚¬pf R 51 IEET TITLE PARK PERENIALS DWF OREGON GRIPE O 1 A- -Uttf =el -1 -TA f +1 :P 11 LIBRARY 4/ a NORTH U HOTEL 11 ~41~1~ â‚¬;6~4~----\1 It e ..n u lilli (;311 PLANT KEY ./ry i.7, 1 7 1, 0 *e #45*04 1 . 1 DECâ‚¬)UOUS IREE TY-- CAL D.le OCTOOER 28,1988 SCALE a \5\ A A I \ r -- \J 1.6027.02 11,5 '44' '*I~~-~-~- ~ EVERGREEN TREE r IO'*,T 10 20 W 4 0 CENTRAL BANK ~~ ~ DRAWING NUMHER Arrnived COUETHOUSE ju C 1 1 1 lili :Iii LANDSCAPE CONCEFr PLAN L-1 DE51O1 ~)RISHOF. INCÂ© MAIN STREET 1 i SD i r Â· .MEQUESTED IALLFIELD SIZI~ IY LEIIUME I *311Â¥ 8313310 MILL STREET MEMORANDUM TO: Aspen Historic Preservation Committee From: Roxanne Eflin, Planning OFfice Re: ON-SITE FIELD STUDY - JANUARY 3. 1989! Date: December 20, 1988 In an effort to congratulate ourselves on our past (1988) successes and to learn from those projects which might have been better, staff has scheduled a two and a half hour field study beginning at 2:30, Tuesday, January 3. We will convene at City Hall. An Issue Paper for the press and our files will be the end result. Staff will have prepared a checklist/worksheet on each project for each HPC member, and is attempting to arrange for "group" transportation in a larger vehicle for ease in getting around. We'll finish up at 5:00 with coffee, snacks and concluding thoughts at a place of your choice. The following projects are scheduled for review (not in order of on-site visit): - 134 West Hopkins - Wyckoff/Carley 516 East Hyman - formerly "Mouse House" 300 West Main - McDonalds log cabin 411 East Hopkins - sculpture garden 513 West Bleeker - Barnett residence 334 West Hallam - Chaikovska carriage house 222 East Hallam - new Amato residence 212 West Hopkins - addition to cottage 415 East Hyman - Roaring Fork Building 715 West Smuggler - additipn to cottage 320 West Main - Smith-Elisha House Other projects which you may decide to review include the proposed 605 West Main and 200 West Main, both vacant lots at this time. Compatibility will be the focus here. Awnings and other minor develpment projects have not been included in consideration of time. SO, DON THOSE SORELS, GRAB YOUR COAT AND GRAB YOUR HAT, LEAVE YOUR WORRIES ON THE DOORSTEP AND JOIN YOUR FELLOW HPC MEMBERS FOR AN EDUCATIONAL AND FUN TOUR! hpc.memo.field.study MEMORANDUM To: Aspen Historic Preservation Committee From: Roxanne Eflin, Planning Office Re: 1988 HPC Attendance record Date: December 20, 1988 Per HPC's and staff's request, Assistant City Clerk, Kathy Strickland, has reviewed the attendance record of the HPC for 1988, and is reporting attendance and missed meetings as indicated below. (Please see Kathy if you need clarification). Section 4-403(H) of the Land Use Code states: "Any member of the HPC who has four (4) or more absences from regular meetings during the calendar year may be subject to removal by the City Council." ====== Member # times present # time absent Nick Pasquarella 20 5 Zoe Compton 14 11 Charles Cunniffe 20 5 Charlie Knight 15 10 Joe Krabacher 20 5 Bill Poss 24 1 Georgeann Waggaman 21 4 Chris Durakis 3 1 Donnelly Erdman 2 2 . hpc.memo.88attendance MEMORANDUM To: Aspen Historic Preservation Committee From: Roxanne Eflin, Planning Office Re: Letter received by staff re: Meadows/Bayer architecture Date: December 20, 1988 In followup to comments made at the last HPC meeting regarding the West End Improvement Association's desire to have landmark designated those Herbert Bayer-designed structures located at the Meadows, staff has enclosed a copy of a letter received December 9. Patricia Moore phoned with her concerns, which she has written, on the potential demolition of ANY Of Bayer's structures, and wanted to know what staff and the HPC could do. I explained to her the requirements for landmark designation in the code, and stated that HPC has the ability to recommend landmark designation without owner's consent, if in fact the HPC chooses to do so (a first). All existing landmark designations have been initiated by the owner, on a voluntary basis. of note, the area known as the Meadows, including the Aspen Institute and the Riding Ring, is the only area in the City with an overlay zone district of SPA (Specially Planned Area) with no underlying zone. Underlying zoning will be determined in the near future. The Planning Office had received in the past a letter from the attorneys representing the Aspen Institute stating they are not at all interested in pursuing landmark designation. Their opinion may be different now. The West End Improvement Association would be the ideal group to submit an application for landmark designation, in staff's opinion. PATRICIA MOORE G+*Â·GAG++4Â¥-e,~NeE 40 4 Qt ASPEN, COLORADO 81611 303 925-3523 TO Roxanne Eflin, Historic Preservation Planner DATE 12-9-88 Aspen/Pitkin County Planning Office SUBJECT The announced plan of the Hadid interests to tear down the HEALTH CENTER at the Aspen Meadows disconcerts me. Not only is it a beautiful building, important historically both to Aspen and the United States, it foreruns the entire health and fitness operations in this country. It was designdd by Herbert Bayer and Fredric Benedict and that alone makes it memorable. While it has certainly failed into disrepair over the yea rs o f chang i ng ownership, the intrinsic design stands strong. It probably was built on a very tight budget. I don't think that either of these points can condemn it to demol ition. The Hadid interests indicate that they wish to build another health cneter on the grounds. I don't think Aspen or the Meadows needs that. Aspen already has a surfit of fully eouipt operati -ns. 9*1-0= Patricia Moore tem â€¢ ML5N 72 0 Wheeler Group Inc. 1982 FOLD AT (-4 TO FIT DRAWING BOARD ENVELOPE # EW10P ~ 1.-/ > A tiny brick miner's cottage has raised the biggest preservation furor in recent memory in Aspen, Colo. Resi- dents of the chic ski resort were gal- vanized into action when the 670-square- foot cottage, located in the town's com- mercial core historic district, was to be moved to a residential location. The cottage, which will be 100 years old next year, sold for $350,000 to Michigan resident Jack King, who proposed re- locating the little structure so the amply sized lot could be used for a new commer- cial building. Large edifices now loom on each side of the property line. The plan to move the cottage and its endorsement by a 4-3 vote of the town's historic preservation committee stirred residents to present a 700-signature petition to the city council. Since then King has dropped his plan and listed the cottage for sale. "This has been the people's choice to save this cottage. They were afraid of the domino effect," says Aspen city and Pitkin County historic preservation planner Roxanne Eflin. The miner's cottage is especially significant because several other small historic houses are sited across the street from it. fk_ _ If Â»,O -4 4 ' Preservation News, December 1988 MEMORANDUM i TO: Aspen Historic Preservation Committee From: Roxanne Eflin, Planning Office Re: Christmas Get-Together Immediately following this meeting! Date: December 20, 1988 PLEASE REMEMBER TO JOIN US AT THE CANTINA IMMEDIATELY FOLLOWING THIS MEETING FOR OUR CHRISTMAS GET-TOGETHER! SPOUSES, DATES, FRIENDS, ET AL ARE INVITED AS WELL. THEY HAVE SET ASIDE A SPECIAL AREA JUST FOR US! HO! HO! HO! MEMORANDUM TO: Historic Preservation Commission THRU: Kathryn S. Koch, City Clerk FROM: Kathy Strickland, Deputy City Clerk RE: Minutes and procedures DATE: December 30, 1988 Definition Webster's Dictionary defines minutes as, "To make notes or a brief summary of a meeting." The primary objective of keeping minutes is to preserve an accurate record of business transacted at a meeting. Minutes may one day be produced and read in Court to support or defend some claim against the City. The minutes should contain what was done by the organization, not necessarily what was said by the members. The Commission has the right to amend its minutes but it is not necessary for the Commission to correct perceived grammatical errors (which are often verbatim transcripts of what was said) unless the context of a motion is affected. See attachments & f.... MiniLesson MINUTES I. Definition - A record of the proceedings of a meeting. II. Contents of minutes. A. The first paragraph should contain the following: 1. the kind of meeting: regular, special, adjourned regular, or adjourned special; 2. the name of the society or assembly; 3. the date and time of the meeting and the place if not always the same; 4. the fact that the regular chairman and secretary were present or, in their absence, the names of the persons who substituted For them; and 5. whether the minutes of the previous meeting were read and approved-as read, or as corrected-the date of that meeting being given if it was other than at a regular business meeting. B.~--The-~body of the minutes should contain a separate paragraph for each subject matter and should show: 1. all main motions-giving: a. the wording in which each motion was adopted or otherwise disposed of; b. the disposition of the motion including-if temporarily 4 disposed of (such as postponement or referral to committee)-any primary or secondary amendment; c. usually, the name of the mover of all important motions; 2. all previous notices of motions; and 3. all points of order and appeals, whether sustained or lost, together with the reasons given by the chair for his ruling. C. The last paragraph should state: the hour of adjournment. III. Additional rules: A. The name of the seconder of a motion is not entered in minutes unless ordered by the assembly; 8. When a count of a vote has been ordered or the vote is by ballot, the number of votes on each side should be entered; C. When a committee report is of great importance the assembly can order it " to be entered in the minutes." Otherwise, only the Fact that the report was made is entered and the written report kept with the files of the Secretary; O. The name and subject of a guest speaker may be given but no effort should be made to summarize his remarks. E. No opinions of the Secretary should creep into the minutes; F. Generally, only what is done, not what is said, should be ' ... entered in the minutes. It is not appropriate to enter a detailed account of what was said in debate on a subject. MiniLesson MINUTES - (Continued) Example of minutes - from Robert's Rules of Order Newly Revised The regular monthly meeting oF the L.M. Society was held on Thursday, January 4, 19-, at 8:30 p.m., at the Society's building, the President being in the chair and the Secretary being present. The minutes of the last meeting were read and approved as corrected. The Treasurer reported the receipt of a bill from the Downs Construction Company in the amount of $500 for the improvements recently made in the Society's building. The question put by the chair "that the bill be paid" was adopted. Mr. Johnson, reporting on behalf oF the Membership Committee moved that "John R. Brown be admitted to membership in the Society." The motion was adopted after debate. The report of the Program Committee was received and placed on File. The special committee that was appointed to investigate and report on suitable parking facilities near the Society's building reported, through its Chairman, Mrs. Smith, a resolution, which, after debate, and amendment, was adopted as follows: "Resolved, That .... (its exact words immediately before being acted upon, incorporating all amendments )." The resolution relating to the use of the Society's library by . nonmembers, which was postponed From the last meetings was taken up. This motion and a pending amendment were laid on the table after the chair announce that the guest speaker had received a phone message which would require his early departure. The President introduced the guest speaker, Mr. James F. Mitchell, whose subject was At the conclusion of Mr. Mitchell's talk, the resolution relating to the use of the Society's library by nonmembers was taken From the table. After amendment and Further debate , the resolution was adopted as Follows: "Resolved, That....(its exact wording immediately before being Finally voted on)." Mr. Gordon moved "that the Society undertake the establishment of a summer camp For boys on its lakefront property." Mrs. Thomas moved to amend this motion by inserting the word "underprivileged" before "boys." On motion of Mr. Dorsey, the motion to establish the camp, with the pending amendment, was referred to a committee of three to be appointed by the chair with instructions to report at the next meeting. The chair appointed Messrs. Flynn, Dorsey and Fine to the committee. The meeting adjourned at 10:05 p.m. Margaret Duffy, Secretary igenda Minute Preparation | 9 Refer Written Communications 1 INTRODUCTION ormational Reports: As the municipal clerk or secretary to a legislative body and Sign Ordinance | boards, commissions or committees, you are a very special in- dividual to the organization which employs you. Special because rts you are responsible for preparing accurate minutes which con- stitute the official record of what takes place when the officers FROM OFFICERS AND of the organization meet to transact official business. It is necessary, therefore, that the secretary be given clear direction on how the official, historical "voice" of government is to be prepared and preserved. It is out of respect for the individual charged with the duty of preparing minutes that the following observations and on establishing a tax base policy techniques are offered. relative to serving water to water DEFINITION the City Webster's Dictionary defines minutes as, "To make notes or a brief summary of a meeting." ised Ordinance regulating OBJECTIVE als The primary objective of keeping minutes is to preserve an ac- curate record of business transacted at a meeting. on accepting the canvass of the THE SECRETARY ;ecial Election ~ You have been appointed recording secretary! Congratulations! You probably have been appointed because you possess special abilities such as enthusiasm, alertness, industrious work habits, a sense of accuracy and knowledge of the organization. All these n RE: Advisory Boards and abilities and more will be utilized when preparing agendas, at- tending meetings, and preparing minutes. ND COMMENTS PHILOSOPHY It must be borne in mind that minutes as they appear in the Minute Book may one day be produced and read in Court to sup- . port or defend some claim against the city. Therefore, a truthful and trustworthy account of the meeting transactions is essential 12 1 Minute Preparation ~4- , 46 /6 - ~ n U.7Â£-7â‚¬ -32( 7% CO 15. After the minutes are prepared in final draft, have someone & J other than yourself check them for spelling, grammar and ~ k other potential errors 42 1 ' ff-\ 4- 16. Prior to the meeting, read the agenda and any supporting-1 ,.E L< material to be more familiar with potential actions and to / 4- expedite minute preparation 5- 7 al 1Z Take notes as the meeting proceeds, including the time each Zr Â«- item begins 11 S 18. If the meeting is being audio recorded, make an odometer C< t reading notation of any statements or motions that are / unclear. This will expedite preparation of the minutes if fur- ther review is necessary 19. Avoid the use of colorful adjectives and adverbs, such as: "He angrily stated, emotionally stated, loudly stated." MOTION There are various styles of reporting motions and votes. Some of these styles are listed in Exhibit B. Roll Call votes, unless otherwise instructed, should be called for in alphabetical order of the members' last names, with the presiding officer being called and recorded last. Votes should be recorded in the following manner: AYES: Directors Alpha, Beta, Ceta, Data, Eggo, Alsaid NOES: None If applicable, also list the following: ABSTAIN: Director(s) ABSENT: Director(s) If members are present and decline to vote, they are deemed to have consented to a majority decision. A Roll Call vote may be requested by any member and is usually honored by the presiding officer. However, not all motions require a Roll Call vote. Unanimous votes are recorded as a general consensus. These motions are usually non-controversial, non-budgetary, business matters. Preparation of voting slips is recommended. They can be 6-71 Minute Preparation ~ 13 a e prepared in advance of each meeting for each item to expedite recording of votes. c 32 kl - CORR~TIONS TO MINUTES A mui'~icip*[ body has the right and duty to amend its minutes so as to make them speak the truth. Minutes do not "belong" to i the secretary - the secretary is simply the submitter and custo- 4 dian of the minutes. Do not become defensive when corrections , hz to the draft minutes are offered. The art of hearing and writing actions develops wi~h experience. Properly prepared minutes leave -CD , little to correct. e.d Amendments must be made promptly and either expressly or implied and authorized by its members, its attorney, or ad- ministrative staff. All authorized ~ corrections to the submitted draft minutes should be recorded as a business transaction made at the meeting at which they werÂ¢ approved, as amended. An example of this recording is shown on Exhibit C. Following the meeting, the draft minutes should be corrected to include the amendment(s) prior to placement of the final, executed minutes in the Minute Book. SIGNATURES ON MINUTES Generally, minutes lmay be authenticated by the signature of the presiding officer and attested to by the clerk, secretary, or recorder. EXCERPT FROMIMINUTES Certified copies of minutes often are requested. The entire minutes of a meeting may be certified. If only a small section or one business matter is requested to be certified, the secretary may cer- tify the appropriate excerpt from the minutes. An example of this type of certificatior~ is shown on Exhibit D. PRESERVATION OF MINUTES The Government Code requires minutes of legislative bodies to be a permanent record. Therefore, special attention, care and security measures should be implemented to protect the orderly and safe keeping of minutes. 10 | Minute Preparation Minute Preparation | 11 to the completeness of the official record. However, omission of 3. Leave a left-hand margin of an inch and a half items not specifically required does not constitute a fatal defect. 4. Use block style CONTENT OF MINUTES 5. Captions (subject and abbreviated action) may be typed in the left-hand margin. This procedure will facilitate locating Minutes need to be clear, concise, precise and unambiguous. They and identifying specific business matters at a later date need to show clearly, beyond doubt, exactly what actions were 6. Capitalize and center the heading designating the meeting, taken and decisions made at the meeting and not necessarily time, date, and place everything that was said. Remarks that clarify the "intent" of the legislative body in its decisions should be noted. Z Be consistent when using capitalization of titles or proper The following is a non-comprehensive list of information to names, organ .zations, districts, companies or proper nouns be included in the minutes: 8. Reference any official document by its assigned number, such â€¢ Date of meeting as: Ordinance 1234, Resolution 88-20, Zoning Permit 5678, â€¢ Location of meeting and the like â€¢ Type of meeting (Regular, Adjourned, Special) 9. Item numbering, especially when linked with a minute in- â€¢ Time of meeting dexing system, is used by many agencies as a useful aid in locating reports and other business items â€¢ Time meeting commenced â€¢ Officials/members present* 10. Identify names and addresses of businesses, applicants, property addresses - people, places and things â€¢ Officials/members absent* 11. Attempt to acquire at the meeting the name, address, and â€¢ Topics of business affiliation, if applicable, of persons speaking before the body. â€¢ Actions taken on each business matter This procedure facilitates the record keeping process. NCIE: â€¢ Record of motions Some state codes have regulations that stipulate that as a member of the public, the individual is not required to iden- â€¢ Record of voting tify himself/h erself as a condition of attendance â€¢ Time of adjournment 12. Use past tense â€¢ Signature blocks for presiding officer and clerk/secretary 13. Avoid genders in titles. Instead of using "Councilman" or * If someone leaves during a meeting, note time person left and "Councilwoman," use "Councilmember" or "Councilor." time of return, if applicable. (Unless the agency has a policy or individual preference.) A unisex style book is available SUGGESTIONS FOR PREPARATION OF MINUTES 14. Refer to speakers by last name, not first name or nickname. If two members have same surname, use first name to 1. Single space the text distinguish between them 2. Double space between each paragraph and triple space be- tween each item in the order of business 98*)Â· - E h-- EC.' 4 :-354 MINUTES .,t, Minutes are the legal record of an or- ganization. They should never be ~6 The minutes should contain what was 4 destroyed. , done by the organization, not what was ,%4:- i 12by the members. i 'Er. SAMPLE MINUTES rÂ· The first paragraph of the minutes should contain: the kind of meeting (regular, special, etc.); the name of the The regular meetingof the Centennial organization; the date and time of the Club was called to order at 7:30 p.m. meeting, and the place if it is not al- ' on Thursday, November 20, 19_. u ways the same; the fact that the regular ~ The president and the secretary were presiding officer and the secretary 4.-3 present. The minutes of the previous were present or the names of the per- 91Â· meeting were read and approved as sons who substituted for them; and * corrected. 1 whether the minutes of the previous E meeting were read and approved as ~*f: The financial statement showed a 04- read, or as corrected. *i balance October 13 of $405.00; . Thc budy of thc minutcs should con Fmf receipts, $94.00, disbursements, 14- $38.00; balance, November 20, *â€ž tam a separate paragraph for each L $461.00. r subject matter: all main motions, - -'.7/. 30; worded as stated or amended, and ~2:' The report of the Executive Board -- - whether adopted or defeated. The E# contained a recommendation which, 40- name of the mover may be included - *4 after amendment, was adopted as fol- + lows: 2.- but not the name of the seconder. Remarks of a speaker, or details of the * That the Educational Chairman be ?F~ program, should not be included. ~ authorized to purchase 7 copies of ~4; Robert's Rules of Order Newly burl . The last paragraph should state the ~ Revised for the use of the members. hour of adjournment. r Minutes should be signed with the ~ Mrs. Jones moved that the group con- ji - tribute $50.00 to the Historical name and title of the person writing 46 - .4. Society's fund for the establishment of them. "Respectfully submitted" and a museum on local history. The motion - similar phrases should not be used. *P was adopted. 1 Fi Â·-7 The- secretary should provide the ~P The program consisted of a talk byDr. 44 president a copy of the minutes of the %24 John Peterson on "Rocks and * f previous meeting well in advance of 66 Minerals of the Rocky Mountain 1041.- the next meeting...EL.-4.,~dÂ£*..: 2 keÂ»r - # ~Nt. Region." . 3 - - - . . ..1 .. .Â»1&5.2,4* . ' .#' hi*. The meeting adjourned at 9: ~~.m.~~ i.'.Â·Â· d.... :tt.Â·MtS" ,~ -.:. - .,WÂ·A:;r>i~i~44:-9.<24Wt:i~.I ,- -. A .. A'" James Black : , r 12 ".imÂ·. .-4 2.:/4--J..24'3 .L ~ ,Â· ~~ ~= - - ~3-445'41,~ 422% t :,Â·, 13.*33-:~el 71;Â· ./2/6?*~4 I .F,46.-R..n